In November 2020, the Japanese government's Minister of Digital Transformation, Takuya Hirai, announced that the Cabinet Office would discontinue the use of password-protected zip file email attachments (PPAP) for security reasons.
In today’s article, we will provide an overview of PPAP, its problems, and safe alternatives.
What is PPAP?
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PPAP refers to the process of sending an encrypted file (with password) attachment in an email and then sending the password to unzip the file in a second email. As a part of security measures, this method is used by many companies and organizations, as well as government agencies in Japan.
The abbreviation "PPAP" was coined by IT consultant, Akira Ootaishi, and comes from the following terms (*1):
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P: Password-protected file is sent.
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P: Password is sent separately.
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A: Encryption (“angouka” in Japanese)
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P: Protocol
Do other countries use PPAP, or is it only used in Japan?
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While PPAP is a common security measure in Japanese companies, in fact, it is rarely seen overseas where password-protected zip files tend to be viewed suspiciously and treated as potential virus vectors.
It is not clear why PPAP has become so popular in Japan, but it seems to be one of the unique business practices that have developed in Japan.
The history of PPAP
PPAP is widely used in Japanese companies, and in many cases, its use is even an official company security policy.
The origins of this practice can be traced back to the early days when email was first used for business purposes, and this method of sending password-encrypted zipped files by email and then providing the password through another channel (fax, paper document, etc.) was developed as a security measure.
The above method was thought to be useful in becoming a Privacy Mark certified entity and spread rapidly in Japan. However, faxing or sending paper documents became too cumbersome, so it was gradually decided that passwords could also be sent by email, simplifying the method. As a result, the use of PPAP in Japan has remained unchanged to this day.
Why is PPAP dangerous? Why is it being abolished by the Japanese government?
As mentioned at the beginning of this article, the Cabinet Office has decided to abolish the use of PPAP. (*2) In response, the Japan Institute for Promotion of Digital Economy and Community (JIPDEC), which operates the Privacy Mark system, has also officially announced the organization has never endorsed PPAP. (*3)
However, why is PPAP considered dangerous, and why is there a growing trend to abolish it? Below are five reasons:
▼ Sending encrypted zip and password separately by email provides limited protection.
There is little point in sending a password-protected zip file and the password in separate emails if hackers can access the email system. If the first email with the attachment is accessible, the second email with the password will be equally compromised.
▼ Security software cannot detect viruses in attachments.
Currently, many security software programs automatically scan email attachments for viruses. However, if the attached file is zipped and encrypted, security software will not be able to check the contents. In other words, if the file contains a virus, it is likely to be delivered to your inbox undetected.
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▼ Zip files encrypted with passwords are at high risk of compromise.
Passwords-encrypted zip files are considered in the industry to be relatively simple to crack. Unlike website logins, encrypted zip files are easy for cybercriminals to access because unlimited password attempts are allowed.
▼ Emails may be vulnerable to interception or access in transit.
Emails pass through multiple servers between the time it is sent and received by the final party. If any part of an email is not properly encrypted, an attacker can easily eavesdrop on the contents. Therefore, passwords written in plain text are extremely dangerous.
▼ Wasteful measures reduce work efficiency
The PPAP process requires a great deal of time and effort on both the part of the sender and the receiver. Multiple steps are necessary to create and send the encrypted file by the sender. The receiver has to access the PPAP system via the first email, then open the second email to copy and paste the password. This inefficiency can result in a decrease in productivity.
Alternatives to PPAP
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Let us look at an alternative to PPAP for businesses to send and receive files securely.
▼ Cloud storage is the safest measure.
The most secure alternative to PPAP, and one that is actually used most often, is the use of cloud storage to send and receive files. With cloud storage, specifically, files are often shared in the way described below.
For this article, we will use our Tsukaeru Filebako cloud file sharing service (client version) as an example.
After installing the Tsukaeru Filebako desktop client, files can be easily shared in the familiar Explorer format.
The beta version, scheduled for an early 2021 release, will allow passwords to be added to public links directly from Explorer, without having to access the browser version (web version).
1.Right-click on the file name to share and then select “Create Public Link.”
2.The password can be directly entered in the pop-up window that appears.
The password-protected file can be easily shared by providing the recipient with the created link.
The ability to share files via URLs with cloud storage solves all of the potential PPAP problems. There is no need to encrypt the file each time they are sent or send multiple emails.
▼ 2FA (two-factor authentication) settings provide even greater security.
Recently, two-factor authentication has been increasingly implemented as a security measure to prevent identity theft and unauthorized logins. In the past, users were only authenticated with an ID and password when logging in. However, now, another level of authentication is being added to strengthen the identification process.
Of course, this two-factor authentication feature is also available with Tsukaeru Filebako.
To implement, select “Security” then “Two-Factor Authentication” from the settings screen, and choose between "Email Address" or "Application."
If email address authentication is chosen, recipients will receive by email the authentication code needed to log in.
▼ Tsukaeru Filebako provides reliable security.
When choosing a cloud storage service, robust security measures are extremely important. For this reason, we recommend Tsukaeru Filebako, the cloud storage service from Tsukaeru mentioned earlier.
Tsukaeru Filebako is a full security, cloud storage service that is hosted on its own servers in Japan and allows the setting of expiration dates for shared links and the remote deletion of device data. It can be installed on the same day, is easy to use even for beginners, and has an affordable and simple fee structure.
A two-week free trial is also available (completely free of charge with no need to sign a contract!). Please take advantage of this opportunity to try it out for yourself.
Click here for Tsukaeru Filebako details.
Sign up for a free Tsukaeru Filebako trial.
Contact us at Tsukaeru.
＜Sources＞
*1 Workplace Reform Starting with Changing the Habit of Attaching Files to Emails (PDF, Japan Institute for Promotion of Digital Economy and Community)
2* Automatic Encryption ZIP Files Discontinued by Cabinet Office; Cabinet Secretariat – Digital Minister: "Inappropriate" (Nihon Keizai Newspaper)
*3 Sending files as email attachments (Japan Information Processing Development Corporation)
As the COVID-19 crisis drags on, many companies are continuing to rely on remote work more and more. While it is becoming more and more popular as it can lead to a better work-life balance, recently, "remote work fatigue" is becoming a common problem.
Remote work productivity: Japan is the worst!
Last month (November 2020), Oracle released an interesting study (*1) on the state of remote work around the world in the wake of the COVID-19 pandemic. According to the survey, the rapid growth of remote work and the reduction of commute times has increased the number of hours worked in many countries. However, the opposite is true in Japan, where 34% of respondents said that their work hours have decreased (21% increased).
In addition, 46% of Japanese respondents said that the COVID-19 pandemic caused a decrease in productivity, significantly higher than the 15% who reported an increase in productivity. This is in stark contrast to the majority of people in most other countries who say their productivity has increased.
The power of technology to improve remote work operational efficiency
Various factors have been identified for the slow increase in remote work productivity in Japan, such as the need for experts in the subject matter to work closely together or the difficulty in creating environments in the family home that allow for concentration on work matters.
Technology, especially the cloud, is gaining attention as a means of improving remote work efficiency as of late. In fact, this prolonged remote work period has led to a rapid increase in the introduction of cloud storage and business communication tools that are ideal for remote collaboration in Japan.
Tsukaeru FileBako is ideal for remote work collaboration
Tsukaeru FileBako is the perfect solution for improving productivity and collaboration in remote work. Files are stored on a cloud server rather than in a local environment, making them accessible anytime, anywhere, and from any device, all with industry-leading security. Internal file transfers can be completed in seconds, without the need for email attachments.
For more information on the features and benefits of Tsukaeru FileBako, please check out the service details page below. We're also currently running a 30% off offer until December 22, 2020, so feel free to contact us!
Click here for more information on the Tsukaeru FileBako service.
Click here for details of the Tsukaeru FileBako 30% off campaign (until December 22, 2020)
Tsukaeru will also be hosting a free webinar on December 10 and 11, 2020, a must-attend event for anyone considering implementing cloud services. This webinar will also include case studies of Tsukaeru FileBako, so please join us if you are interested.
Click here for more information and to register for the free webinar!
Contact us at Tsukaeru
(*1) : “AI@Work” survey – Oracle Japan
2020 has been an exceptional year for companies to implement remote work in reaction to the Novel Coronavirus pandemic. In such a dynamic time, one issue that has emerged in the promotion of a “paperless” workforce.
More than 80% of companies still rely on paper to manage documentation
In this article, we will explore the current state of the paperless office based on a recent Adobe survey※1 of 500 corporate administrative personnel.
According to the survey, 83.8% of companies currently use paper for internal document management. Looking at the breakdown of these figures, 10.6% of companies use paper to manage all documentation, 25.2% of companies use paper to manage almost all, and 48.0% of companies are half paper and half digital. The reality is that while many companies have introduced digitalization in one form or another, they have yet to make a complete transition.
The survey also revealed that the digitalization of the document approval process still has some way to go. When asked if a document needs to be printed on paper when being approved by multiple people, a total of 67.4% of the companies responded "frequently" or "sometimes.” This indicates that there are still many companies that rely on paper documents when approval is necessary.
In the era of remote work, paperless is the new norm!
However, this reliance on paper will have to change gradually. Now that the Novel Coronavirus pandemic has increased the amount of remote work, it is becoming more and more inefficient to use paper documents as a means to exchange information.
In fact, there are a variety of initiatives being actively pursued by companies, such as the increasing use of electronic stamping. In the future, going paperless will be the key to business success.
The cloud is the perfect place to go paperless
For going paperless and implementing remote work, the cloud is the perfect solution. For example, the “Tsukaeru Filebako” cloud service provides the following:
・Access to document (files) from home or on the go
・File sharing within the company with no need for email attachments
・File storage on Tsukaeru Filebako’s secure cloud server, which also functions as backup
・File access and viewing on smartphones as well as computers
・Instant document sharing with business partners (password protected for security)
As your first step in going paperless, try the simple-to-use and affordable Tsukaeru Filebako cloud service!
Click here for details on Tsukaeru Filebako cloud service
Contact us at Tsukaeru
※1 Adobe Releases Survey on Internal Data Preparedness and Management:
20% of employees do not back up their internal data
Recently, we hear more and more about "cloud storage.” It's a great match for remote work and is expected to gain even more popularity among companies. In this article, we'll discuss the basics of cloud storage and the safe and affordable cloud storage service, "Tsukaeru Filebako."
With the number of companies embracing remote work this year, using the cloud is becoming almost mandatory and will continue post-COVID-19. Cloud services will also become a commonplace tool in the future, even outside of traditional remote work. If you're unfamiliar with cloud services, it is important to familiarize yourself with the easy-to-use tools.
What is cloud storage?
Cloud storage can be defined as "a service that allows the storage of files on a server on the Internet."
Normally, files used for work are stored in a local environment, such as a computer or server located in a company building. However, with cloud storage, the files are stored in the "cloud" on a dedicated server on the Internet, which has the following advantages:
・Files can be accessed anytime, anywhere, from any device (perfect for remote work).
・Files can be easily shared within a company or department, or with external collaborators.
・In the case of disruption, such as system malfunction or infrastructure damage, the data is still protected and available in the cloud.
Unique Features of Tsukaeru Filebako
As a cloud storage service for corporations, Tsukaeru Filebako has additional unique features in addition to the general advantages of cloud storage mentioned above.
・Unlimited number of users. As many users as needed can be added without worrying about cost, each with a personal folder.
・Affordable price of 9,800 yen per month for 1TB capacity
・Functions exactly as normal server storage by accessing through Explorer file display function.
・In addition to SSL communication, double encryption with a secret key is implemented.
・When an account is no longer needed, it can be simply deleted. Easy to manage and keep secure. No additional administrative work for situations, such as changing passwords when a user of a shared folder leaves the company, is required when multiple users share an account.
・Easy to transfer whole folders between other cloud services with copy and paste functions.
With our free trial service, why not experience the convenience of cloud storage with Tsukaeru Filebako?
Click here for details on Tsukaeru Filebako
Free webinar on the use and benefits of Filebako!
Wednesday, September 9, 2020
14:00-14:30 pm (Japan time)
Tsukaeru will host a free webinar (online seminar) to learn about the functions and use of Tsukaeru Filebako. Anyone can attend for free with advance registration.
We look forward to seeing you there!
Click here for more information and to register for the free webinar.
Contact us at Tsukaeru.
You may have noticed an increase in the frequency of natural disasters of the past few years. As the number of disasters grows every year due to climate change and other factors, small and medium-sized businesses are entering a phase where they need to be more seriously prepared.
Increasing occurrence of floods are a potential risk to businesses
Last month’s torrential downpours in Kumamoto are a recent reminder of one of the most damaging natural disasters of all. As a result, at the end of this month, the consideration of “flood risk” will be added to the “important matters” explanatory documents which are mandatory in the real estate purchasing process.
Record-breaking downpours occur in many areas every year, and in many cases, local small- and medium-sized businesses have been flooded and severely affected. Flooding is a potential risk that businesses need to seriously consider where and when it might happen.
Now is the time to use the cloud to build a disaster-resistant company
The cloud is an effective way to mitigate any damage to your office or servers from natural disaster damage. By routinely storing your files in the cloud, you can quickly resume operations because your data is protected in a remote, secure data center even if your physical assets are compromised.
Also, if your business data is in the cloud, you can smoothly switch to remote work and continue your operations from a safe location. Promoting the use of the cloud will not only improve productivity and reform the world of work, but it will also lead to the creation of companies that are more resilient in the face of disasters.
Tsukaeru brings file sharing and storage into the cloud
Here are two of Tsukaeru’s cloud services that are ideal for disaster preparation.
First up is Tsukaeru Filebako, a file server type cloud storage service, allowing the storage of any file on a secure, dedicated cloud server. Just by sending a link, instead of attaching them to an email, files and folders can easily be shared within your company. It is also very convenient for sharing files between multiple locations.
For example, for a shared folder for a collaborative work project on Filebako, all file updates and changes by all members will be automatically synchronized via the cloud, making teamwork more smoother. No more sending files back and forth; no more cumbersome version control!
While Filebako is an excellent cloud storage service that stores files in the cloud, it can also function as a file server just like a local environment. It is recommended for first-time cloud users because it provides file storage in the cloud with exactly the same ease of use as usual. It can also be used for remote work, which is increasingly needed as a countermeasure against the Novel Coronavirus.
Click here for more information on Tsukaeru Filebako.
Tsukaeru Cloud Backup for backing up all of your data in its entirety
Tsukaeru Cloud Backup is a popular service that allows the backing up of all your data to the cloud. With Tsukaeru Cloud Backup installed, the entire system, including the OS, is automatically backed up, and all data can be restored in a short time. Because it is a cloud-based service, there is no initial cost or need for specialized knowledge, and operating costs are reduced. It is ideal for disaster countermeasures and, of course, protecting against the recently increasing threat of ransomware.
Preparing for natural disasters is one of the most important issues that businesses will have to deal with in the near future. Now is the best time to implement an effective cloud-based disaster preparation plan.
Click here for more information on Tsukaeru Cloud Backup.
Contact us at Tsukaeru.
The Novel Coronavirus has completely changed our lives. While the first wave seems to have calmed down, for the time being, we still have to continue living with its effects. In this article, we will discuss the importance of a Business Continuity Plan (BCP) in the post-Corona age.
The need for BCP in the post-Corona age
BCP incorporates the measures and strategies that enable companies to continue operations in the event of a disaster or emergency such as a pandemic.
The current situation has taught us that an emergency can occur at any time. And even though the Coronavirus situation is calming down in some regions, there is a good chance that it could flare up again.
Japan, which experiences major earthquakes and floods almost every year, is one of the most disaster-prone countries in the world. To be prepared, BCP is a basic necessity for all companies.
The Cloud is the best place for BCP
When there is a need to establish an effective BCP quickly and easily, it is best to utilize an external solution. The solution of choice is cloud technology.
With cloud services, data is securely stored separately from the physical location of a company. In this way, if an event occurs, its impact on business can be minimized. Furthermore, the cloud allows access to data and the ability to continue working from anywhere at any time, making it a perfect way to continue operations in an emergency.
Protect your data with Tsukaeru Cloud Backup
At Tsukaeru, we have many cloud solutions that are optional for BCP measures. We’d like to introduce the following particularly recommended services:
Tsukaeru Cloud Backup is a comprehensive backup service attractively priced at affordable 30 JPY per day/1 GB per 0.98 JPY. All files and folders, as well as the entire computer OS, are backup protected against ransomware and disasters. Assurance is provided by our high-level of global security and extensive customer support.
Click here for details on Tsukaeru Cloud Backup
Tsukaeru FileBako cloud file server
Tsukaeru FileBako is a file server-type cloud storage that provides excellent security and stability. Designed for smooth team collaboration, uploaded data is triple-layered in the cloud, removing the worry of hardware failure.
Click here for details on Tsukaeru FileBako cloud storage
Remote work is easy with Microsoft 365 Protection
Microsoft 365 Protection is highly recommended for companies using the Microsoft 365 subscription service. With just a simple setup, all Microsoft 365 emails and files are directly backed up to the cloud: an effective solution to protect valuable data from viruses and human errors.
Click here to learn more about Microsoft 365 Protection
Tsukaeru’s low cost, simple, and secure cloud services can provide all the BCP measures you need to protect your business from potential disasters and related risks.
Please visit the Tsukaeru website to contact us for more information.
In June, the restriction on crossing prefectural borders was lifted in Japan, and in Europe, there is a movement to gradually open borders. It seems that the world is slowly moving to the normality of the past.
However, after this unprecedented crisis, there is one thing that is unlikely to be completely restored even if the pandemic disappears: our way of working.
Three keywords for defining work in the post-Corona age
With the spread of the Novel Coronavirus, many companies experienced remote work for the first time. Now, it seems that more and more people will return to regular work in the near future, but even so, many managers believe that everything cannot be restored to what it once was.
In the post-Corona age, where productivity and work-life balance are more important than ever, the three keywords are “collaboration,” “flexibility,” and “security.”
■ Collaboration
Accelerating innovation through collaboration with other companies and the use of freelancers will become more and more common in the future. Collaboration with outside entities is an efficient way to create new value and profit in the shortest time possible.
■ Flexibility
From this experience, many will realize that remote work is in fact possible. From now on, not only large companies, but also small- and medium-sized ones, will accept more flexible work styles to some extent, according to employee circumstances and lifestyles.
■ Security
Strengthening information security is essential to promote the collaboration and flexibility mentioned above. Instead of a passive attitude of “implementing minimum measures,” a positive mindset of “always pursuing the best and latest security measures” is required.
Will cloud storage become commonplace in the post-Corona age?
In order to strengthen collaboration with others and promote more flexible working styles, it is important to create an environment that enables smooth and secure file exchange. However, project management and file version management can quickly become complicated with the use of conventional email attachments.
To meet this need, the use of cloud storage is rapidly expanding. Files can be easily uploaded and downloaded when needed and are always updated to the latest version. There is no need to keep track of which version was sent to who when. Another advantage is that it does not require labor or cost to operate the file server in-house.
Reasons to use Tsukaeru Filebako
Tsukaeru’s Filebako cloud storage service is used by many companies, organizations, and educational institutions nationwide. Here are some excellent reasons for this growing support:
■ Easy and smooth collaboration
Packed with functions that facilitate collaboration, such as shared folders that are ideal for teamwork inside and outside the company, and weblink sharing that allows hassle-free file sharing. The simple and attractive interface facilitates immediate use.
■ Fast flexibility and work style diversity introduction
Tsukaeru Filebako is perfect for remote work file exchange. The official app (iOS and Android) allows remote work anytime and anywhere.
■ Highest-level security and full support
In addition to SSL communication, double encryption with a secret key is provided. Access authority for each file/folder and device/login history confirmation is readily available. Customer support from highly-experienced in-house staff is always available to help.
To be better prepared for the post-Corona age, why not consider trying Tsukaeru Filebako? To learn more, especially about our exciting 14-day free trial membership, please contact us!
Tsukaeru Filebako service details
Please visit the Tsukaeru website to contact us for more information.
